Job Posting Executive Assistant

Executive Assistant

Department: Executive
Job Status: Regular - Full Time
FLSA Status: Exempt
Reports To: EVP, COO
Grade/Level:Band 7
Amount of Travel Required: none
Work Schedule: M-F
Positions Supervised: none


Provide overall administrative support for senior leaders reporting to the EVP,COO by managing travel arrangements, expense reports, calendars and contacts. Draft letters and conduct research on foundations, individuals and companies for use in development and partnership meetings. Assist in project management to ensure deadlines are met. Independent judgment is required to plan, prioritize and organize diversified workload.

Essential Functions

  • Support EVP, Chief Operations Officer and senior leaders
  • Schedule and organize complex activities including, but not limited to, meetings, travel and conferences
  • Act as liaison between departments
  • Conduct research to assist in preparation of meetings and conferences
  • Create and develop presentations in Power Point
  • Manage expense reports
  • Create and maintain reports in Excel
  • Receive, sort and open mail as required
  • Draft letters and correspondence for various purposes (internal and external)
  • Assist in developing briefing materials for high-level meetings for key NMSI staff and directors
  • Maintain and disseminate weekly activity report for all departments
  • Answer and return calls and e-mails as needed/requested
  • Take and transcribe notes from critical meetings
  • Additional duties as assigned

Position Qualifications

  • Minimum three years of executive administrative support experience
  • Must be able to maintain confidential information
  • Demonstrated ability to multi-task
  • Ability to prioritize and organize projects and requests
  • Expert in Word, Excel, Power Point and Outlook
  • Strong verbal and written communication skills
  • High school diploma or equivalent

Skills & Abilities

  • Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion or job type
  • Interpersonal - Ability to get along well with a variety of personalities and individuals
  • Organized - Possessing the trait of being organized or following a systematic method of performing a task
  • Relationship Building - Ability to effectively build relationships with customers and co-workers
  • Reliability - The trait of being dependable and trustworthy
  • Responsible - Ability to be held accountable or answerable for one's conduct

NMSI Core Values

  • Accountability - Delivering on commitments made to our stakeholders, transparency about progress and outcomes, and ownership of responsibility for the decisions we make.
  • Collaboration - Trust, open communication and teamwork inside and outside the organization to maximize our shared knowledge and bring greater value to our mission.
  • Equity - Access and opportunity for all students to succeed, regardless of zip code.
  • Learning - Fostering dynamic learning environments for students and teachers and using internal and external feedback to continuously improve the quality of our work.
  • Advocacy - Cultivation of strong, strategic relationships that expand our reach and influence and ensure continued positive student outcomes in the communities we serve.

National Math and Science Initiative, Inc. has reviewed this job description to ensure that essential functions and basic duties have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

National Math + Science Initiative (NMSI) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. NMSI complies with applicable state and local laws governing non-discrimination in employment in every location in which we have employees. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Please send cover letter and resume to Cindy Wall at